Email Archiving & Compliance

Key Reviewing & Monitoring Features

With MailStreet's Archiving and Compliance solution, a Compliance Reviewer (typically the owner, manager, or HR personnel) can instantly retrieve any flagged email for review, then evaluate and select the appropriate action to log the status of the message.

Key Reviewing & Monitoring Features

• Access to advanced monitoring and review functions via any secure Web browser
• Automated flagging of email based on import scanning, structured query, or random sampling
• Review of email messages and attachments, or rapid review of headers only, with virtually no latency
• Application of keyword flagging rules to all or any complication of incoming, internal, and outgoing email
• Highlighted keyword search results within the email for quick reference
• Customizable keyword list for import scanning, which can exclude specific words and phrases (e.g. disclaimers)
• Ability of Reviewer to log email review history with action icons and predefined or issue-specific comments
• Reviewer-defined folders to categorize email for organizational or litigation purposes, with fast export to CD
• Detailed time-stamped logs with audit trail history or each executed review and related actions taken

Review Structure

The Compliance Reviewer is configured to enforce and monitor a company's supervisory policies and procedures. A company can directly manage the review structure and adjust user groups, access rights, and/or levels of review to fit the company's evolving needs.

See Diagram

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Education

• Administrators

  Administrators

  Administrators setup company Users and assign them to User Groups; appoint Reviewer(s) to monitor specific user groups, and, if required, appoint Super Reviewer(s) to assist reviewers. Administrators also provide access to authorized persons, such as owners, managers, HR or auditors.

• Users

  Users

  Users have access to permanent records of their email from any location. Specific users may be assigned access to additional user accounts by the Administrator. A user can reply, forward, print or download their archived email, but has no ability to access records relating to any supervisory review of their email.

• User Groups

  User Groups

  User groups are set by the administrators and can be defined by domain, department, office, division or management team. To organize the review of flagged employee email, administrators may establish multiple user groups and may assign multi-tier Reviewers.

• Super Reviewers

  Super Reviewers

  Super Reviewers have all of the access and review capabilities of the Reviewer, as well as company-wide access to all user email, to carry out the second-level review. Once an email has been "Escalated" to a Super Reviewer, the Reviewer can no longer take any actions. A Super Reviewer has access to any Reviewer-defined folders. Once a non-compliant email has been fully dealt with, it may be marked as "Non-compliant Closed"

- Greg DeWitt, DeWitt Law